User Support Forum

Our Vestry (12 members) are assigned two each time to count monies received and to post contributions each Sunday following services. A check of the pledge status during contribution data entry indicates the amount of the pledge, if any. There is objection to persons other than the Treasurer having access to pledge data. Is there any way to identify that a pledge has been made and not show the amount during contribution data entry?

talewinesr wrote:Our Vestry (12 members) are assigned two each time to count monies received and to post contributions each Sunday following services. A check of the pledge status during contribution data entry indicates the amount of the pledge, if any. There is objection to persons other than the Treasurer having access to pledge data. Is there any way to identify that a pledge has been made and not show the amount during contribution data entry?

Are the counters setup for Contribution Data Only ?? If so, all they will see is that the contributor has a pledge, not the amount. If they can see the amount, then they have more permissions than they need.

FWIW .. the issue is that you are having the counters actually POST the contributions. This really should NOT be done until you get the deposit slip from the bank that the deposit. The reason I advise this is that I have seen times when the bank finds that a check was written with 100 for the number, but One Hundred-Twenty at the 'amount of' line. At one bank I know of, if the numbers don't match, they will use what is written, and that could affect the final deposit. If you post the same day you make the drop, you would then have to make all the changes to posted contributions.

Thanks, Neal, for your response to my question. After trying various options on my Demo version of PC, I don't find the right combination of check marks in passwords to make this work. Our counters key the data and then need access to the unposted transactions to make corrections before printing the deposit slip. With that authority, the pledge information is displayed in the contributions data entry screen. Can you give me a little more help?

In response to your question regarding posting, the counters input data from checks and cash , verify the totals and print the deposit slip. When they are in balance they prepare the bank deposit. Posting to contributor and Accounting records are completed by the Treasurer.

talewinesr wrote:Thanks, Neal, for your response to my question. After trying various options on my Demo version of PC, I don't find the right combination of check marks in passwords to make this work. Our counters key the data and then need access to the unposted transactions to make corrections before printing the deposit slip. With that authority, the pledge information is displayed in the contributions data entry screen. Can you give me a little more help?

You're under the impression that they need to have 'change' access under permissions to change unposted contributions, they DO NOT. Data Entry permission grants the user access to enter Contributions, modify UNPOSTED contributions, enter new contributors, and print THREE reports. That's it. They do not have access to any other area, nor do they see the amounts of a pledge, all they see is that the contributor has MADE a pledge, nothing else. The only permissions checkbox needed in the entire system for a counter is the Data Entry Only. That said, I have my counters setup to do a BACKUP so that after they enter contributions, they backup the system.

talewinesr wrote:In response to your question regarding posting, the counters input data from checks and cash , verify the totals and print the deposit slip. When they are in balance they prepare the bank deposit. Posting to contributor and Accounting records are completed by the Treasurer.

As you can see from your original post:

Our Vestry (12 members) are assigned two each time to count monies received and to post contributions each Sunday following services

this was misunderstood to mean posting contributions, rather then just ENTER contributions.

Thanks. By allowing "Pledge Queries" by data entry operators and "Data Entry Only" for operators in password settings, the result we need was evident. A pledge was shown, if made, but not the amount of the pledge.